Interactions

Follow

Interactions allow users to store emails, telephone calls, calendar appointments, and meeting information directly in PensionPro. Interactions can be linked to a Client, Plan, Contact, Opportunity, Proposal, or Prospect. Interactions are also automatically logged when users send Secure File Exchanges. This article will explain how to add, edit, and delete Interactions in PensionPro. 

 

Tier Availability: Team, Business 

Security Rights: Add/Edit Interaction, Delete Interaction 

 

Article Contents

 

 

 

Interaction Types

 

If the desired Type is not listed, it can be created:

  1. From the Navigation Panel, click Maintenance > List Values.
  2. Expand the Interaction dropdown and select Interaction Type.
  3. Click the Add icon in the upper right corner.
  4. Select a Base Type from the drop-down (these are hardcoded in the system).
  5. Enter a Display Name and Description
  6. Select the Active checkbox to make the Interaction Type active.
  7. In the Roles dropdown, choose the Roles you would like to add to be displayed in the Interaction slider menu.
  8. Once all the roles have been added click Save.

 

 

Adding/Editing/Deleting Interactions

 

There are many places that Interactions are located in PensionPro. They can be found in Client Details, Plan Details, and Contact Details. If a user has access to SalesPitch, Interactions can be added to Opportunities, Proposals, and Prospects.

 

  • Users cannot add, edit, or link an Interaction to a client. The client’s Interaction grid is merely a list of all Interactions for all linked plans, contacts, etc. for that client.
  • Interactions do not store attachments that may have been on the original correspondence.
  • Interactions created through Blast Email or Secure File Exchange are not editable.  

 

Adding Interactions  

Interactions can be added in a number of ways. They can be added from the Interaction menu itself, the Add Data menu, or by dragging and dropping into PensionPro. However, Interactions cannot be added at the Project level.

 

An Interaction can be linked to a Plan, Prospect, Opportunity, or Proposal via the Linking section at the bottom of the slider. After the Link to Type is selected another drop-down list will appear. The user will need to start typing the name of the Plan, Prospect, Opportunity, or Proposal and selections will show. Click the selection to link the Interaction to the target Plan, Prospect, Opportunity, or Proposal and click Save. If linked, the Interaction will then also appear on the target Plan, Prospect, Opportunity, or Proposal Interactions grid in PensionPro.

 

  • From the Add Data Menu 
    • To add an Interaction from the Add Data menu:
      1. From the Navigation Panel, click Add Data.
      2. Click Interaction.
      3. An Add Interaction popup window will appear.
      4. Complete the fields. Required fields are Type, Title and Interaction Date.
      5. Click Save.
  • From the Interactions Menu  
    • To add an Interaction from the Interactions menu:
      1. Click on the Add icon in the upper right corner.
      2. An Add Interaction pop-up window will appear.
      3. Complete the fields. Required fields are Type, Title and Interaction Date.
      4. Click Save.
  • Dragging and Dropping 
    • One of the more popular ways to add Interactions to PensionPro is to drag and drop them in the Interaction menu at either the Plan, Project, Contact, Opportunity, Prospect, or Proposal level. To do so:
      1. Select an email within Microsoft Outlook.
      2. Drag it to the PensionPro screen, and release it.
        • If using New Outlook, first drag the email to the desktop or other folder to save it locally, then drag it into PensionPro.
      3. An Add Interaction window will appear. 
      4. The system will pre-fill the window. The Type, Title and Interaction Date fields are required fields within this window.

 

Notes:

  • Drag and Drop only supports Microsoft Outlook 2013 or later.
    • The Web-based version of Outlook is not supported.
    • Outlook for Mac is not supported.
    • The new version of Outlook that is currently available as a preview is not supported.
  • Drag and Drop is not currently supported in Firefox or Safari browsers. Only Microsoft Edge and Google Chrome are supported at this time.

 

Editing Interactions 

Should users need to update information on an Interaction record, they can edit Interactions. In Plan Details, Contact Details, Opportunities, Proposal, or Prospects, hover over the Interaction and click the Edit icon. 

 

  1. An Edit Interaction pop-up window will appear. 
  2. Edit the desired fields and click Save. 

 

Note: Interactions created through Blast Email or Secure File Exchange are not editable.  

 

Clicking the Participants menu allows the user to add, edit, or delete a participant to the Interaction. 

 

Deleting Interactions 

Interaction records can be found by clicking on the Interactions menu within Plan Details, Contact Details, Opportunities, Proposal, or Prospects. Keep in mind, that in order to properly delete a Contact record, all Interactions must be deleted. 

 

  1. From the Interactions screen, hover over an Interaction record to highlight it.
  2. Click the Delete icon. 
  3. A message asking “Are you sure?” will appear. 
  4. Click Yes to delete. 

 

 

Resending an Interaction

 

Users can open an Interaction record and resend a Blast Email Interaction to the recipient. The email is sent from the user's email service. 

Resend an Interaction:

  1. From the Interactions screen click once on an Email Interaction to highlight it.
  2. Click the More icon in the upper right corner.
  3. From the menu that appears, click Resend Interaction to resend to the Interaction recipient.
  4. Click Yes to confirm and resend the Interaction.

 

 

Forwarding an Interaction

 

Tier Availability: Business

 

Users can open an Interaction record and forward the email or Blast Email Interaction to a new recipient. The email is sent from the user's email service. 

Forward an Interaction:

  1. From the Interactions screen click once on an Email Interaction to highlight it.
  2. Click the More icon in the upper right corner.
  3. From the menu that appears, click Forward Interaction to resend to the Interaction recipient.
  4. Use the To (and optionally, the CC) field to select the desired Plan Contact(s).
  5. The original message body will be included, but a new Forward Body can be added to it as well.
  6. Click Send to confirm and forward the Interaction.

 

 

Frequently Asked Questions

 

  • My Interaction was sent with an attachment. Where does the Interaction show the attachment that was sent?
    Currently, Interactions do not store attachment records. If an email was dragged and dropped to PensionPro that contained an attachment, the attachment data is not stored in the Interaction record.

  • I resent an interaction, but it did not include the attachment that was included. How can I resend with the attachment?
    Interactions do not store attachment records so resending an Interaction will not include an attachment that may have originally been included. Users can resend the original message from Outlook or other email provider or resend the Blast Email template that originally contained an attached file.

  • Why can't I edit an Interaction for a Blast Email I sent even though I have all security rights?
    Interactions created through Blast Email or Secure File Exchange are not editable.

  • When I sort Interactions by date, why doesn't it also sort by time?
    Timestamps are not available for all Interaction items. As such, PensionPro cannot guarantee that Interactions sharing the same date will be sorted by time in all circumstances.